Emergency Ground Support Equipment Rental

The Texas Comptroller of Public Accounts Statewide Procurement Division is requesting proposals for Emergency Ground Support Equipment Rental (RFP 304T-27-975M4.2) on behalf of the Texas Division of Emergency Management, with proposals due October 29, 2026, and a pre-proposal conference October 2 at 2:30 PM via Microsoft Teams. A mandatory VetHUB Subcontracting Plan with a 2.0% service-disabled veteran utilization goal is required; all respondents, whether prime or self-performing, must submit a completed plan with their proposal, demonstrating good faith effort to recruit at least two certified VetHUB vendors for each identified subcontracting opportunity and documenting all communications and responses.

The scope encompasses emergency ground support equipment rental across Texas's eight disaster regions, including forklifts (minimum 50 units), pallet jacks (50), light towers (50), trash pumps (25), generators (25), HVACs (5), roll-off dumpsters (50), hand wash stations (50), portable toilets (100), shower facilities (25), and laundry services (5), plus contractor liaison services. Equipment must be available for all-hazards emergency response with historical rental periods ranging 4 days to 6 weeks. All equipment must arrive with full fuel tanks in first-class condition, ready for immediate operation; forklifts require three full propane tanks. Contractors must provide 24-hour on-call service, maintenance, and replacement capability during declared disasters, with replacement required within 24 hours or the state may procure elsewhere and charge the price difference. Pricing must be firm, all-inclusive, and fixed with FOB Destination including statewide shipping, fuel surcharges, and handling; contractors may assess additional fees for refueling convenience, hazardous material cleaning, long-distance deliveries beyond 100 miles, and landfill disposal. Annual price adjustments are permitted using specified Producer Price Index formulas; contractor liaison pricing remains firm throughout the contract. Minimum insurance includes $1,000,000 Commercial General Liability and $500,000 Automobile Liability.

The initial contract term runs from the Notice of Award through December 31, 2027, with four renewal options extending through December 31, 2030, plus one additional one-year option. The state intends to award to multiple vendors providing best value, potentially splitting line items among contractors. Evaluation is weighted 70% on Ability to Perform and Past Performance (with detailed documentation of Texas inventory, 24-hour delivery capacity, historical dispatch data since 2018, and liaison personnel qualifications) and 30% on pricing competitiveness. Questions are due October 5, with responses posted October 8.